How to Merge 2 PST Files in Outlook 2016?

Microsoft Outlook (with POP account) stores user data, like emails, contacts, calendars, journals, notes etc., in Personal Storage Table (PST) files. PST files are also used for archiving or backup purposes and for migrating Outlook data to another profile or system. It is normal for users to accumulate 2 or more PST files, especially when managing different email accounts or archiving data. Sometimes, managing several PST files becomes cumbersome, leading to difficulties in data organization. To effectively manage these files, a practical solution is to merge the PST files into a single file. In this post, we’ll explore different methods to merge 2 or more PST files in MS Outlook 2016 and other versions.

Methods to Merge 2 or More PST Files in MS Outlook

Below, we will mention two ways of merging PST files – using Outlook options and a third-party specialized PST merge tool. Let’s take a detailed look at these methods.

Method 1: Merge PST Files using Outlook Options

You can use Microsoft Outlook’s inherent functionalities, like Import/Export wizard to merge PST files. This approach is straightforward and requires no additional software, making it a cost-effective solution. It is particularly well-suited for users with occasional or limited PST file merging needs. In this, users can combine PST files by importing data from one file into another or new PST file. Though it is a budget-friendly solution, it demands careful attention to detail for successful implementation. Now let’s take a look at the step-by-step procedure.

Step 1: Create a New Outlook PST File

• Open the Microsoft Outlook application and go to the Home tab.
• Click on New Items and then select More Items.

• Choose Outlook Data File.
• Select a location for saving the new PST file and give a name to the file.

• Click OK to create the file.

Step 2: Merge PST File into Newly Created PST

• Navigate to the File tab in Outlook.
• Choose Open & Export. Click on Import/Export.
• Select ‘Import from another program or file’ and click Next.

• Choose Outlook Data File (.pst) as the file type and click Next.

• Browse to select the PST file you intend to import and click Next.

• Select the specific folders you want to import into the new PST file. Make sure to include subfolders, if needed.

• After selecting the desired folders, click on Finish to start the import process.

By following the above steps, you can merge other PST files into the new file. This way you have a single PST file, containing data of 2 or more PST files.

Method 2: Merge PST Files using a Specialized PST Merge Tool

If you are dealing with a lot of PST files, then the above manual method is not feasible considering the time and efforts it required. The better option is to use a premium third-party PST merge tool. There are a lot of such tools available today. Stellar Merge Mailbox for Outlook distinguishes itself as it can easily merge or join multiple PST files in just a few steps. It also provides options to merge all or specific PST items, including emails, notes, calendars, contacts, and task, offering control over the merge process. The tool merges multiple PST files, by maintaining original folder hierarchy in the final merged PST file. It supports Outlook 2016 and all the versions.

A notable feature of Stellar Merge Mailbox for Outlook is its user-friendly interface that makes the merging process easy and quick. Furthermore, the tool supports merging of password-protected PST files and offers option to remove duplicate emails from the final PST file. There is also a free version of Stellar Merge Mailbox for Outlook that allows to preview the contents of merged or joined PST files.

Let’s see how this software works.

• Open the Stellar Merge Mailbox for Outlook application. Add PST files using “Drag & Drop” button or by clicking on “Add PST”.

• You can also locate the PST files on your system by using the “Find PST” button, if you don’t know the exact location of your PST files.

• The tool offers various saving options. Choose the desired option and click on Merge.

• When merging process is complete, a notification will appear with the “Process completed” message.

Wrapping Up

When merging 2 or more PST files, it’s very important to ensure you use the right method. Above, we have mentioned two methods to merge 2 or more PST files into a single PST. You can choose the method that best suits your need. However, it is recommended to use a third-party specialized PST merge tool, like Stellar Merge Mailbox for Outlook. The tool offers a lot of features to ease the PST file merging process. It can handle a large number of PST files without any hiccups.

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About The Author

Shelly Bhardwaj

I am a Product Consultant and is associated with Stellar Data Recovery from last 8 years. I write about the latest technology tips and provide custom solutions related to Exchange Server, Office 365, MS Outlook, and many other Email Clients & different flavors of OS Servers. Read More